Request for Proposals
E-Rate Category 2 Equipment For Harrison School District #2
1060 Harrison Road
Colorado Springs, CO 80905 Email: [email protected]
FAX (719) 579-2125
Executive Director of Technology: Diana Mitchell Ed.D.
DUE DATE: 4/20/2017
Contents
RFP SECTION #1 (Access Points and Network Switches) ... 3 RFP-SECTION #2 (Newtork Wiring) ... 8
RFP SECTION #1 (Access Points and Network Switches)
Vendors:
We are finishing-up our submissions to the USAC for E-Rate purchases.
Vendors may bid on one or both sections of this RFP document.
Please provide a bid/proposal (via email-preferred or FAX) for the following items by April 20, 2017 to allow us Form 471 processing time. Note that this RFP was available to all vendors in accordance with our Form 470 posting of March 20, 2017. The bid will be awarded on April 27th 2017.
RFP distributed to vendors: March 20, 2017
Deadline for RFP responses: April 21st, 2017 by 11:59 p.m. MST Bid opening: April 24th, 2017 at 10:00 a.m. MST
Bid award published: April 26th, 2017 by 5:00 p.m. MST Delivery: June 1st, 2017
Late bids will be returned to the bidder unopened.
Bid Opening
At said place and time, bids will be publicly opened and read aloud by an employee or authorized representative of the District. Bids will be opened on April 24th 2017 at 10:00 a.m. in the Technology Meeting Room at 2400 Slater Avenue, Colorado Springs, CO 80905. All interested parties are invited to
attend. No other public disclosure will be made until after award of contract.
The Harrison School District Two Technology Department, hereto referred to as the District, reserves the right to reject any or all bids and to accept that bid which appears to be in the best interest of the district. Quality of product along with warranties, service agreements, past experience with the vendor, general reputation of the firm, convenience of service, etc., may justify deviation or waiver of bidding procedures.
The winning bid will be notified via phone and email, all other bidders will be notified via email.
The contact for coordination and/or proposals at Harrison School District, Technology Department is
Ryan Smith
Email: [email protected] Office Phone: 719-579-2107
Fax: 719-579-2125
RFP-SECTION #1 (Access Points and Network Switches)
Access Points:
87 AP 315; 1 AP 325 (or equivalent) for Harrison High School
82 AP 315; 1 AP 325 (or equivalent) for Sierra High School
Access points must be Aruba(controller-based) or equivalent. We currently have two Aruba 7220 controllers in a master-master pair. We do not have any instant access points.
Network Switches:
6 Hewlett-Packard/Aruba 2920 48 Port PoE+ (HP part number J9729A) or equivalent for Sand Creek Elementary School
3 Hewlett-Packard/Aruba 2920 48 Port PoE+ (HP part number J9729A) or equivalent for Soaring Eagles Elementary School
3 Hewlett-Packard/Aruba 2920 48 Port PoE+ (HP part number J9729A) or equivalent for Harrison High School
3 Hewlett-Packard/Aruba 2920 48 Port PoE+ (HP part number J9729A) or equivalent for Sierra High School
Please describe how access points and switches integrate well into existing infrastructure and management utilities.
Shipping and Handling must be included and itemized if applicable.
SPI (Service Provider Invoice) billing is required.
Warranties or support: Please indicate the basic warranty included with the purchased equipment. List any optional warranties or support and corresponding itemized costs separate from the equipment pricing.
Coordination:
1. Please provide your Service Provider Information Number (SPIN) with your bid submission. If you have not already applied or been issued a SPIN go to the link below to fill out the FCC Form 498:
http://www.universalservice.org/sp/tools/forms.aspx
2. Before you submit a bid please ensure you understand and can comply with the E-Rate system as outlined in the link below.
http://www.usac.org/sl/
3. RFP Frequently Asked Questions (FAQ) answers will be posted for all vendors/service providers using the email distribution list on these three dates:
March 31, 2017 April 7, 2017 April 14, 2017
We will also post answers on our District Website at
http://www.hsd2.org/pages/HSD2/District/Technology under “Form 470 Q&A’s”
FAQ posting will cover all Questions received by any Vendor by 1200 PM the day prior to any given FAQ date listed above. We will not be sending answers privately to any RFP respondent. We will not respond to questions asked after April 14, 2017. Inquiries after this date will receive all the questions asked and answered up to this point in time. This will ensure all vendors/service providers get the same information.
A change in the RFP will be sent immediately to all vendors/service providers using an RFP#, Change# format.
4. The Contract to Purchase required for E-Rate services must accompany your bid to ensure timely completion of the entire process. Upon selection as the winning bidder, Harrison School District 2 will execute the agreement only with that winning bidder. Please sign and return as an attachment to your bid the contract that follows this Request for Proposal.
Disclaimers:
Harrison School District reserves the right to modify quantities within reason.
The purchase of the above goods or services is contingent upon available funding.
A Colorado constitutional amendment prohibits public schools and libraries from entering into multiple-year financial obligations, such as multi-year contracts, without pre-allocation of the funds unless the local voters have previously approved such an obligation. (Colorado Constitution, Article X, Section 20(4)(b)).
However, funding agreements, including multi-year contracts, that are subject to annual appropriations by a governing board, such as a school board, generally are allowed and are not subject to this constitutional provision since the governing board decides each year to make a particular expenditure.
Ryan Smith
Harrison School District 2 1060 Harrison Road
Attn: Technology Department Colorado Springs, CO 80905 Office: (719) 579-2107 Fax: (719) 579-2125
email: [email protected]
RFP-SECTION #1 (Access Points and Network Switches)
Contract to Purchase
This Contract, dated __________________, 2017, is intended to convey the understanding between Harrison School District Two (“District”) and ______________________ (“Vendor”) with respect to the purchase and sale of certain items (Network Switches and access points) in 2017-18 Category 2 RFP- SECTION #1 of the RFP named: HSD2-2017-cat2.
The District has made a Request for Proposal (“RFP”) available to vendors to submit bids for RFP- SECTION #1 items, contingent upon the District subsequently receiving funding approval from the Universal Service Administrative Company (“USAC”) sufficient to enable it to purchase said RFP- SECTION #1 items, and it remains a priority item for the District to purchase. However, the District does not yet know if it will receive sufficient funds from USAC.
This Contract is contingent and only enforceable if the Vendor is awarded the bid based on specification evaluation and the District subsequently signs the contract.
HARRISON SCHOOL DISTRICT TWO
____________
_______________________
By:_________
________________________
Title: _________________________________
[VENDOR]___
________________________
By:_________
________________________
Title: _________________________________
Technology Dept., 1060 Harrison Rd, Colorado Springs, CO 80905; (719) 579-2000; fax (719) 579-2125
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RFP-SECTION #2 (Network Wiring) RFP-SECTION #2 (Network Wiring)
Vendors:
We are finishing-up our submissions to the USAC for E-Rate purchases.
Vendors may bid on one or both sections of this RFP document
Please provide a bid/proposal (via email-preferred or FAX) for the following items by April 20, 2017 to allow us Form 471 processing time. Note that this RFP was available to all vendors in accordance with our Form 470 posting of March 20, 2017.
RFP distributed to vendors: March 20, 2017
Deadline for RFP responses: April 21st, 2017 by 11:59 p.m. MST Bid opening: April 24th, 2017 at 10:00 a.m. MST
Bid award published: April 26th, 2017 by 5:00 p.m. MST Delivery: June 1st, 2017
Late bids will be returned to the bidder unopened.
Bid Opening
At said place and time, bids will be publicly opened and read aloud by an employee or authorized representative of the District. Bids will be opened on April 24th 2017 at 10:00 a.m. in the Technology Meeting Room at 2400 Slater Avenue, Colorado Springs, CO 80905. All interested parties are invited to
attend. No other public disclosure will be made until after award of contract.
The Harrison School District Two Technology Department, hereto referred to as the District, reserves the right to reject any or all bids and to accept that bid which appears to be in the best interest of the district. Quality of product along with warranties, service agreements, past experience with the vendor, general reputation of the firm, convenience of service, etc., may justify deviation or waiver of bidding procedures.
The winning bid will be notified via phone and email, all other bidders will be notified via email.
The contact for coordination and/or proposals at Harrison School District, Technology Department is
Ryan Smith
Email: [email protected] Office Phone: 719-579-2107
Fax: 719-579-2125
Service: Wiring
Soaring Eagles Elementary:
100 Cat6 drops (including 6 drops in power pole below) 1 power pole network only with 6 drops
100 5’ Cat6 patch cables 100 10’ Cat6 patch cables Wall mounted ½ network rack Sand Creek Elementary:
247 Cat6 drops (including 12 drops in 2 power poles below – 6 each) 2 power poles network only with 6 drops each
247 5’ Cat6 patch cables 30 14’ Cat6 patch cables 217 10’ Cat6 patch cables Harrison High School:
120 Cat6 network drops (power poles may be necessary for this job depending on room placement)
120 5’ Cat6 Patch Cables 90 10’ Cat6 Patch Cables 30 14’ Cat6 Patch Cables
1 Cat6 network drop for one access point (Superior-Essex plenum purple colored cable or equivalent)
87 3’ Cat6 plenum purple colored patch cables for access point drops
87 1 port Cat6 biscuits and swapping old access points with new access points
Sierra High School:
120 Cat6 network drops (power poles may be necessary for this job depending on room placement)
120 5’ Cat6 Patch Cables 90 10’ Cat6 Patch Cables 30 14’ Cat6 Patch Cables
1 Cat6 network drop for one access point (Superior-Essex plenum purple colored cable or equivalent)
83 3’ Cat6 plenum purple colored patch cables for access point drops
83 1 port Cat6 biscuits and swapping old access points with new access points
RFP-SECTION #2 (Network Wiring)
SPI (Service Provider Invoice) billing is required.
Warranties or support: Please indicate the basic warranty included with the purchased equipment. List any optional warranties or support and corresponding itemized costs separate from the equipment pricing.
Coordination:
1. Please provide your Service Provider Information Number (SPIN) with your bid submission. If you have not already applied or been issued a SPIN go to the link below to fill out the FCC Form 498:
http://www.universalservice.org/sp/tools/forms.aspx
2. Before you submit a bid please ensure you understand and can comply with the E-Rate system as outlined in the link below.
http://www.usac.org/sl/
3. RFP Frequently Asked Questions (FAQ) answers will be posted for all vendors/service providers using the email distribution list on these three dates:
March 31, 2017 April 7, 2017 April 14, 2017
We will also post answers on our District Website at
http://www.hsd2.org/pages/HSD2/District/Technology under “Form 470 Q&A’s”
FAQ posting will cover all Questions received by any Vendor by 1200 PM the day prior to any given FAQ date listed above. We will not be sending answers privately to any RFP respondent. We will not respond to questions asked after April 14, 2017. Inquiries after this date will receive all the questions asked and answered up to this point in time. This will ensure all vendors/service providers get the same information.
A change in the RFP will be sent immediately to all vendors/service providers using an RFP#, Change# format.
4. The Contract to Purchase required for E-Rate services must accompany your bid to ensure timely completion of the entire process. Upon selection as the winning bidder, Harrison School District 2 will execute the agreement only with that winning bidder. Please sign and return as an attachment to your bid the contract that follows this Request for Proposal.
Disclaimers:
Harrison School District reserves the right to modify quantities within reason.
The purchase of the above goods or services is contingent upon available funding.
A Colorado constitutional amendment prohibits public schools and libraries from entering into multiple-year financial obligations, such as multi-year contracts, without pre-allocation of the funds unless the local voters have previously
approved such an obligation. (Colorado Constitution, Article X, Section 20(4)(b)).
However, funding agreements, including multi-year contracts, that are subject to annual appropriations by a governing board, such as a school board, generally are allowed and are not subject to this constitutional provision since the governing board decides each year to make a particular expenditure.
Ryan Smith
Harrison School District 2 1060 Harrison Road
Attn: Technology Department Colorado Springs, CO 80905 Office: (719) 579-2107 Fax: (719) 579-2125
email: [email protected]
RFP-SECTION #2 (Network Wiring)
Contract to Purchase
This Contract, dated __________________, 2017, is intended to convey the understanding between Harrison School District Two (“District”) and ______________________ (“Vendor”) with respect to the purchase and sale of certain items (network cabling) in 2017-18 Category 2 RFP-SECTION #2 of the RFP named: HSD2-2017-cat2.
The District has made a Request for Proposal (“RFP”) available to vendors to submit bids for RFP- SECTION #2 items, contingent upon the District subsequently receiving funding approval from the Universal Service Administrative Company (“USAC”) sufficient to enable it to purchase said RFP- SECTION #2 items, and it remains a priority item for the District to purchase. However, the District does not yet know if it will receive sufficient funds from USAC.
This Contract is contingent and only enforceable if the Vendor is awarded the bid based on specification evaluation and the District subsequently signs the contract.
HARRISON SCHOOL DISTRICT TWO
____________
_______________________
By:_________
________________________
Title: _________________________________
[VENDOR]___
________________________
By:_________
________________________
Title: _________________________________
Technology Dept., 1060 Harrison Rd, Colorado Springs, CO 80905; (719) 579-2000; fax (719) 579-2125
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